To book your COVID-19 vaccination we need to collect some information from you using our booking system 'Book My Vaccine'. Find out what we record, where it's kept, and who can access it.
Last updated: 20 August 2021
On this page:
- About Book My Vaccine
- What information is collected
- NHI number matching
- Booking cancellations
- Fraudulent bookings
- If someone is booking on your behalf
- Bookings for 12 to 15-year-olds
- Keeping your information safe
- Google Analytics
- Contact us
Book My Vaccine is the COVID-19 booking system provided by the Ministry of Health. It allows you to:
- book COVID-19 vaccination appointments
- register, so you can be contacted when you’re eligible to book
- change or cancel your vaccination appointments.
You’ll need to provide some personal information and contact details to book or register.
These will either be your details, or those of the person you’re completing the booking or registration for (you’ll need to confirm you have their consent).
|Information||Mandatory or optional||Why we collect this information|
|Eligibility category||Mandatory||Used to determine if you’re eligible to book your vaccine now or later.|
|First name and last name (middle name optional)||
Preferred first and last name
Date of birth
|Contact email and/or contact number||Mandatory (at least one be needs to be provided)||Used to:
|Optional – you can choose ‘prefer not to say’||Used to:
|Assistance required||Optional||Used so we can accommodate your needs when you attend your appointments.|
|Booking location, dates, and times||Mandatory||Used to confirm your vaccination appointments.|
|Acknowledgment that you accept our privacy statement||
|Used to confirm you’re aware of how the Ministry of Health manages your privacy.|
|Confirmation that you have consent if you’re completing the form for someone else||
|Used to confirm to the Ministry of Health that you have authority to book on someone else’s behalf.|
|NHI number supplied by you||Optional||Used to assist with matching your NHI number.|
We will also record and store:
|Your NHI as matched by Ministry of Health||Mandatory if match can be made||
Used to link your booking records to your NHI number so it can be used during your appointments.
|Confirmation booking attended||
Mandatory if match can be made
Used to confirm within the Booking System when a booking has been attended and to follow up missed appointments.
We use your information for statistical reporting so we can track how our bookings are progressing nationally – you are not identified in any of these reports.
We will link your details to your National Health Index (NHI) number where we have sufficient details for a match. This is your unique identifier in the health system.
Our team may contact you if we can’t match you to your NHI number and will allocate a new one to you if necessary.
If we cancel a booking for any reason, we will advise you using the contact details provided and include advice on how to re-book.
Bookings may be cancelled if we can’t match you to an NHI number and we can’t contact you with the contact details provided.
Information may be shared with other agencies where we have reason to believe that a fraudulent booking has been made, or where one person attempts to use the identity of another person.
You may authorise another person to complete a booking on your behalf, but they must confirm that they have your consent to do this.
If you’re under the age of 12 you’re not able to get the COVID-19 vaccine.
If you’re aged between 12 and 15 years of age, you can get vaccinated. This should be done with the informed consent of your parent or caregiver.
Your personal information may be shared with your parent or caregiver as part of the informed consent process.
In some situations, health care providers may use their professional judgement to decide if a young person is able to provide their own informed consent to be vaccinated.
We recommend 12- to 15-year-olds talk to their parents, caregivers or trusted adults before making an appointment.
Your personal information will be held and managed in accordance with the Privacy Act and Health Information Privacy Code. Secure measures are in place to protect your information from unauthorised access.
Access to your information is limited to authorised users. This access is recorded and can be audited.
In order to host Book My Vaccine we use Amazon Web Services located in Sydney, Australia.
Who can see and access your information
We will share your information with the people and organisations who are involved in managing your vaccination appointments and providing the vaccination to you. We need to be able to:
- identify you when you book and when you arrive at your appointment
- communicate with you when we have relevant information for you or to help you attend your appointment
- link your details to your NHI number and to the COVID-19 Immunisation Register when you present for your vaccination
- manage resources to have enough vaccinations at the right location at the right time
- identify and make improvements to the vaccination programme by:
- reporting on the number of people booking and attending vaccinations
- understanding facility capacity
- monitoring how effective the vaccination programme is.
In addition, your information will be stored on the Ministry of Health secure reporting database and used for supporting the COVID-19 response. This may include matching with other Ministry of Health datasets. You will not be identified in any reports generated as part of these reporting activities.
If you are under 16 years of age, your parent or guardian may request access to your information.
Information will also be collected from you when you present for your vaccinations. This is managed separately by vaccination staff.
How long your information is kept
Your information will be held within the Book My Vaccine booking system and in the Ministry of Health’s secure reporting database until the COVID-19 Public Health Response 2020 is repealed, or as required by the Public Records Act 2005.
Accessing or changing your information
To view any personal information held by us about you, or if you have any concerns or questions about the personal information that we hold and wish to request a correction:
Email: [email protected]
The Privacy Officer
Ministry of Health
PO Box 5013
We may require proof of your identity before being able to provide you with any personal information.
We use Google Analytics to collect and analyse details about the use of our website. No effort is made to identify individual users. You may opt out from having Google Analytics collect your information by disabling cookies in your browser or by installing the Google Analytics Opt-out browser add-on.
The information collected includes your IP address, the pages you accessed on the website, the links you clicked on, the date and time you visited the website, the referring site (if any), the operating system on your device, the web-browser you used and other incidental information such as screen resolution and language setting. Google reCAPTCHA is also used.
If you have concerns about your privacy email [email protected].
If you are not satisfied with our response to any privacy concerns, you can contact the Office of the Privacy Commissioner.